Factors for event planners to consider when choosing

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FACTORS FOR EVENT PLANNERS TO CONSIDER WHEN
CHOOSING THE RIGHT EVENT VENUE
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• While event planners have to make a ton of
  important decisions when getting started with a
  new event, one of the most important ones is
  picking the best event venue. It involves much
  more than simply selecting the first available
  space! Youll need to consider a number of
  different factors and do some careful research
  before selecting the perfect locale to make your
  event a smashing success.

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Type of event

• The type of event that youre planning should be
  one of the first things that you take into
  account when choosing your venue. Certain types
  of events, like press conferences, shareholder
  meetings, board meetings, and other formal
  affairs will require a different type of space
  than more casual gatherings like theme parties
  and networking sessions. However, you should also
  keep in mind that aspects like different décor
  and lighting can drastically influence the
  overall feel and tone of the space itself, so you
  will have some room to customize your event
  experience. In your considerations, ask someone
  on the other team if they have pictures of
  similar event types in their space you can better
  understand what yours might look like.

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Expected number of attendees

• This may seem apparent, but we wanted to include
  it as the amount of space that you and your
  attendees have considerably affects your events
  overall feel. If your venue is too small, guests
  will be crowded and uncomfortable, and may not
  stick around to experience everything that you
  have to offer. On the other hand, having too much
  extra space can make your event feel deserted and
  under attended, which could have a similar
  effect. Having a solid estimate of your expected
  number of attendees will help you choose a space
  thats just right.

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• if youre still unsure how many people to
  expect, go with one of the larger spaces that
  youre considering. The venue will be able to
  accommodate additional tables, chairs, and other
  furniture or decorations that will cover up the
  extra space and make it seem more inviting.

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Location

• A venues town or city may seem like a great
  place to hold your experience, but before you
  commit, make sure that the spot is easily
  accessible to most (if not all) of the attendees.
  Give some thought to how your attendees will get
  there and back. How long will it take
  door-to-door? If the event is in a city, are
  there public transportation options for those
  without vehicles, or do you plan on offering a
  shuttle to and from the venue? Is parking ample?
  Taking a little bit of time to consider your
  attendees logistical planning should help
  improve your response and attendance rates.

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 Budget

• Unfortunately, when it comes to event planning,
  the sky is almost never the limit when it comes
  to budget. Before you start shopping around for a
  venue for your soirée, make a detailed list of
  all possible venue-related expenses. This should
  include things like facility costs, food and
  beverage expenses, equipment rentals, staffing
  needs, office services, payment options and more.
  You also ought to inquire and see what they might
  be able to include for free, or at a discounted
  cost as a part of a package. It never hurts to
  ask!

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Food and beverage

• First, youll need to decide if youre looking
  for a venue that has a kitchen on-site that can
  provide catering services for your event, as well
  as if they have a liquor license to serve
  alcoholic beverages. If this is the case, you
  should see if the venue is willing to waive the
  facility fee, perhaps opting instead of a deposit
  and food and beverage minimum. If not, inquire
  about any partnerships with food and drink
  vendors, or see if youre permitted to work with
  company of your choosing. In some cases, the
  venue may charge additional fees to work with
  vendors outside of their preferred network, or
  may have exclusive relationships that would
  prevent you from doing so.

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Décor

• How you choose to decorate is one of the best
  ways to customize your venue space, as well as
  convey your events theme and tone to your
  audience. It also gives you additional
  opportunities to deepen your attendees
  engagement with your event, and provides
  additional sticking power after your event is
  over. Do you or your venue have somebody on staff
  to execute décor without a hitch? If not, youll
  need to find somebody thats highly regarded,
  trustworthy, and really understands everything
  that your brand is trying to convey with this
  event.

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Layout and signage

• In addition to décor, factors like space layout,
  seating and table arrangements and signage, can
  really make or break your event, especially when
  it comes to how people will flow through the
  space. This is especially important if you have
  things like keynote speakers or a performance
  that will need to be on a stage, and also tends
  to get more complicated as you deal with larger
  spaces. If you dont have something to help you
  with this, you might take a look at an app like
  SocialTables to make the process easier for you.

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 Facilities and equipment

• Stemming from our discussion about budget, youll
  also need to make a list of all of your different
  equipment needs. This includes things like tables
  and chairs, silverware, dishes, tablecloths,
  decorations, visual or audio equipment,
  electrical supplies, lighting, and whatever else
  you may need. Once youve done this, youll be
  able to see what your venue has, what they do
  not, and if there are any needs that they wont
  be able to accommodate. If you do need to
  outsource any of your facilities or equipment
  needs, see if the venue works with any preferred
  suppliers that they know and trust, or that could
  offer you a discount.

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